How to revise or create accessible PDF documents

Digital accessibility is a fundamental aspect in the information age. In this article, we will explore what accessibility of PDF documents and how it can improve the consultation of any kind of information.

We will examine the essential factors that ensure that any document in PDF format is as accessible as possible. Accessibility of PDF documents plays a crucial role in ensuring that all users, regardless of their capabilities, can effectively access and understand information.

The basic principles of PDF document accessibility

As detailed in our e-book, a PDF document is considered accessible when it benefits anyone who can consult it. The most important characteristics to be met are:

• The possibility that the screen reader can read it aloud following a specific order.
• Adaptability to any screen size.
• The tab order is accessible to any user (including those with mobility issues). This makes it easier to complete the requested form.

For a text to be considered accessible, it must be structured according to the requirements described below:

• It must be capable of appearing as a search result. Scanning images of a text is not searchable. Therefore, images should be converted into text using OCR (Optical Character Recognition) before promoting the accessibility of the document.
• Images must include an alternative text description. This will enable screen readers to interpret and describe them better.
• The document’s fonts must include information so Acrobat Reader can extract the characters into Unicode format. This way it can be read aloud at the user’s request.
• The structure should include reading order, headings, sections, tables, paragraphs and all page elements.
• The forms must include boxes so that they can be completed.
• Navigation aids such as bookmarks or labels. The aim is that the user can interpret the whole text without having to read it in full.
• The language of the text. The reader must translate it so that whoever needs to use it has no doubt about the content.
• Remedies to avoid copying or printing the document must not interfere with its readability.

Tools and resources for revising or creating accessible PDF documents

Acrobat Reader and Acrobat include two categories to facilitate the accessibility of a document. The first is based on speeding up reading; In this case, the alternatives are:

• Commands and preferences that optimize the document to adapt to any type of device. It includes the option to store it as accessible text so that it can be printed in Braille. In addition, options such as automatic scrolling, or opening by the last page read, are added to make consultation easier.
• Accessibility settings help. Facilitates the definition of accessibility preferences.
• The options that allow you to use the keyboard with the same actions as the mouse. This option is perfect for people with impaired mobility of their upper limbs.
• The reflow capability that increases the size of the original font and even allows you to change the presentation of the PDF to make it easier to read.
• The conversion of the text to oral format so that it can be heard.
• Compatibility with magnifiers and screen readers.

The second category focuses on the possibility of creating an accessible PDF document. The possibilities are:

• The creation of a tagged PDF document using a text authoring application such as Word or other similar processor as a base.
• Convert a PDF document without any tags into one with explanatory tags. The result is a more complete text divided into sections.
• Configure text security that gives access to on-screen readers. This does not imply that the text can be copied, printed, edited or extracted.
• Add text to previously digitized pages with the goal of implementing accessibility.
• Acrobat Pro has tools to edit both the structure and reading order of the document. At the same time, it makes it easy to create an accessible PDF document.

The accessibility review of PDF documents

Once the creation of the document is finished, it is advisable to use a tool to certify the accessibility of the PDF. The IRA report is an Excel document that details whether the text complies with WCAG (Web Content Accessibility Guidelines) standards. The objective is to audit whether the document is accessible and take appropriate action to correct it if necessary. The most important aspects of the assessment are, inter alia, the following:

• The lack of contrast that facilitates readability. It is best to use black on a white background. If other options are chosen, their readability must be checked.
• The use of inappropriate tags that are unrelated to the keywords used in the search.
• The absence of text alternatives for multimedia elements and images. The automatic reader cannot interpret them and some of the information is lost.
• A structure and navigation that does not conform to the standard. If so, consultation of the document is made more complicated by the lack of a corresponding order.

Examples of accessible PDF documents

Various types of PDF documents are accessible to your end-users. They could be summarised as follows:

• The public administration forms relating to the payment of taxes, filing of applications or appeals to cite a few examples.
• Texts from institutions that work with people with disabilities. This is the case of the ONCE Foundation.
• Documents from educational or cultural dissemination centers.
• A educational e-bookor otherwise as long as it meets the conditions described above.
• The menu of a hospitality establishment that can be consulted through a QR code.

Fortunately, digital accessibility is already a reality that makes life easier for thousands of people. We hope to have clarified how to achieve it and also to have highlighted the most essential factors in this respect. The ultimate goal is to convert any PDF document into a document that anyone can view and interpret without any problems.

Links to additional resources:

https://helpx.adobe.com/es/acrobat/using/creating-accessible-pdfs.html

https://administracionelectronica.gob.es/pae_Home/pae_Estrategias/pae_Accesibilidad/pae_documentacion/pae_eInclusion_Accesibilidad_de_PDF.html

https://helpx.adobe.com/es/acrobat/using/accessibility-features-pdfs.html